What this page is for
Keep a record of cash taken out of the bank and cash paid in, by person. Each entry moves money into or out of that person's cash in hand.
Who can use it
See bank withdrawals and deposits (by default Admin, Finance and Viewer). Recording, changing and deleting needs Record bank withdrawals and deposits (Admin and Finance).
How to record a withdrawal or deposit
- In Record a withdrawal or deposit, choose the person and the type.
- Enter the date, the amount and currency, and the bank's reference if there is one.
- Select Save.
How to change or delete one
- In Period, open Period and pick a quick choice (This month, Last month, This year, Last year) or tick months in the grid, moving between years with the arrows (Whole year ticks all twelve), then select Apply. Any mix of months and years works (this month by default), and select Show. To narrow the list, tick one or more people in Person (type in its search box to find a name; nothing ticked means everyone) and pick a type.
- Open the entry, change it and select Save, or select Delete.
Fields and columns
| Field | Meaning |
|---|---|
| Person | Who took the money out or paid it in. |
| Type | Withdrawal (money into the person's hands) or Deposit (money out of their hands). |
| Date | The day of the bank transaction. |
| Amount / Currency | Above zero, in the currency of the bank account. |
| Bank reference | The reference on the bank statement, to match it later. |
Statuses and automation
- Totals at the top are per currency; amounts in different currencies are never added together.
- With a company account chosen on Cash in hand, someone else's withdrawal comes out of the company account and their deposit goes into it.
- Every change is recorded in the change history.
Settings that change this page
The company account (on Cash in hand) and the currencies your organisation uses (Exchange rates).
FAQs
Which currency are the amounts in? Always the system currency (the base currency under Settings). Amounts recorded in another currency are converted at the exchange rate of their month. An amount whose month has no rate is left out and a warning with a link to Exchange rates appears; currencies are never added together or shown as separate totals.
Do old bank entries still count? Every entry is listed, but cash in hand only counts them from Track who holds money from (Settings) onwards, when it is set.
Someone took money from the company account in cash, not from the bank. Where do I record it? Record a transfer under Transfers.
Troubleshooting
| Problem | What to do |
|---|---|
| A person is missing from the list | Only active people of the organisation are listed. Check their account under Users. |
| The amount is refused | Enter a number above zero, using a dot for decimals. |